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Oracle Time and Labor (OTL) Premium Hours Request- Employee R12 Work Instructions

Premium Pay Request - Employee Defense Agencies Initiative

R12_WI_OTL_Premium_Pay_Request_Employee.docxApr2016 ii

Document Control

Change Record

Date Author Version Change Reference

20-Apr-2016 Robin Hardy 1.0 No Previous Document 13-Jul-2016 Robin Hardy 1.0 Update

Reviewers

Date Name Position

26-Apr-2016 Melissa Haynes Workforce Preparation Team Lead

Distribution

Copy No. Name Location

DO

1 R12 Premium Pay Request - Employee DEPS

Note to Holders:

If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.

Premium Pay Request - Employee Defense Agencies Initiative

R12_WI_OTL_Premium_Pay_Request_Employee.docxApr2016 iii

Table of Contents

DOCUMENT CONTROL .............................................................................................................................. II

BUSINESS PROCESS DESCRIPTION ....................................................................................................... 4

EMPLOYEE - PREMIUM REQUEST SUMMARY SCREEN ................................................................................... 6EMPLOYEE - ACCRUAL BALANCES - SUMMARY SCREEN .............................................................................. 11EMPLOYEE - CREATE A PREMIUM REQUEST ............................................................................................... 13

Option 1: Cumulative Request (with Attachment) .............................................................................. 13Option 2: Daily Request ..................................................................................................................... 20

EMPLOYEE - MODIFY A PREMIUM REQUEST ............................................................................................... 25EMPLOYEE - WITHDRAW A PREMIUM REQUEST .......................................................................................... 28EMPLOYEE - SYNCHRONIZE A PREMIUM REQUEST TO A RETRO TIMECARD .................................................. 30

Premium Pay Request -Employee Defense Agencies Initiative

R12_WI_OTL_Premium_Pay_Request_Employee.docxApr2016 4

Business Process Description This Work Instruction provides guidance on processing a DAI Premium Request. Premium hours are hours worked over and above the regular Tour of Duty (TOD). The DAI Premium Request allows employees to submit a request for premium pay codes to be approved for entering these premium hours on their timecard. Based on the Agency configuration, once the request is approved the employee’s timecard automatically updates with the request details or the employee manually enters the request details on the timecard. Users can also submit a Premium Request on a Holiday. The available “DAI Premium Hours” pay codes include:

Code Description CB Travel Comp Time Earned CD Credit Hours Earned

CE Compensatory Time Earned (Scheduled)

OS Overtime Scheduled OU Overtime Unscheduled

Premium hours can be accounted for in two ways; either Cumulative or Daily depending on the pay code type and the number of hours requested.

• Cumulative – A cumulative premium request is for a particular duration. The Employee enters a premium code, selects the duration within the Start Date and End Date fields, and enters the hours in the Total Hours field. The Start Time/End Time fields and Calculate Duration button are greyed out.

• Daily – A daily premium request is for an individual day. The Employee enters a premium code,

Start Date, End Date, Start Time, and End Time. Clicking the Calculate Duration button to compute the hours and populate the Total Hours field.

The Calculate Duration function calculates based only on the duration selected and not the Tour of Duty record. DAI’s Time Entry rule restricts entered time to 24 hours per day. If, for example, an employee is scheduled to work 8 hours on a given day, then the employee cannot record more than 16 Premium hours for that day. For Non Fixed Tour employees, DAI considers the employee’s work schedule hours to determine the maximum Premium hours which can be recorded so as not to exceed 24 total hours per day.. With overlapping logic, an employees cannot submit multiple daily Premium Requests for the same duration. However, employees can submit multiple cumulative requests for the same duration. No accrual balance validations are performed for Premium hour requests. Employees can view accrual balances by selecting the Accrual Tab. The same accruals shown in the timecard and in Absence Management will display in the Premium request. The accrual balances also appear in the approval notification. Approval Based on Agency configuration for daily Premium Requests, the premium hours may be automatically entered onto the timecard upon approval. For agencies that to not utilize the automatic timecard update



functionality, users must manually enter the premium hours on the timecard. The automatic timecard update functionality is not available for cumulative or retro pay period premium requests. Retro Premium request Cumulative Premium requests cannot be submitted in retro. Daily premium requests can be submitted in retro (after the pay period is over); the system validates the hours requested match the timecard hours. Trigger: An Employee needs enter “Premium” hours on their timecard by submitting a Premium request to their Supervisor. Prerequisites

• The employee is in the DAI hierarchy approval flow.

• Project and Task values are all linked to the employee.

• The employee’s Tour of Duty exists.

• The supervisor or authorized delegate is in the hierarchy approval flow with a link to the employee.

• An Employee must be in a Timekeeper Group in order to create a Premium Request.

Responsibilities

• Employee Time User

Menu Path • Employee Time User àDAI Premium Request



Employee - Premium Request Summary Screen

Start the task using the following responsibility and menu path to open the DAI Premium Request screen:

Responsibility: Employee Time User

Menu Path: DAI Premium Request



Employee Summary Screen – Header Section

2. Overview: The Employee Details section: Partial Screen

Field Name Field Detail Description

Employee Name Employee’s Name Premium Requests is to be entered for this employee

Employee Number Employee’s Number Numerical number assigned to the employee record

Email Address Employee’s Email Address Email address from the Employee’s record

Business Group Employee’s Business Group Employee’s assigned Business Group from the Employee’s record

Supervisor Employee’s Supervisor Employee’s assigned Supervisor/Approver from the Employee’s record.

Organization Employee’s Organization Employee’s assigned Organization from the Employee’s record

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Employee Summary Screen – Simple Search Section

The Simple Search option allows the Employee to retrieve any Premium Request that has been previously entered.

3. Click the drop down arrow in the Type field to display the various Premium Types that can be used as the criteria for a Premium Request search.

Click the Go button if this is the only criteria; otherwise, continue to add additional search criteria.

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Employee Summary Screen – Simple Search Section

4. Click the drop down arrow for the Status field to display the various Premium Statuses that can be used as the criteria for a Premium Request search. ,

Click the Go buttonif this is the only criteria; otherwise, continue to add additional search criteria.

5 Click the icon for the From Date and To Date fields to display a calendar to select the Premium Request date range or enter the dates using the format of DD-MMM-YYYY. If this is the only criteria, click the Go button otherwise; continue to add additional search criteria.

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View Premium Request Search Results

6. Review the retrieved data associated with the search criteria entered in the Simple Search fields.

Column Heading Description

Start Date Beginning date of the Premium Request

End Date End date of the Premium Request

Duration (Hours) Numeric display in hours of premium requested

Request Type Type of premium requested

• Cumulative • Daily

Premium Code

Available Premium Codes

• CB – Travel Comp Time Earned • CD Credit Hours Earned • CE – Compensatory Time Earned (Scheduled) • OS – Overtime Scheduled • OS -Overtime Unscheduled

Status

One of the following statuses:

• Approved • Pending Approval • Rejected • Saved for Later • Withdrawn

Attachments Attachment icon (paperclip) displays indicating if a file is attached.

Details Detail icon displays the Historical Premium Request information.

Update Update icon allows changes or edits to be made to the Premium Request.

Withdraw Trash Bin icon allows the Premium Request to be withdrawn. Once withdrawn this Premium Request cannot be reused.

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Employee - Accrual Balances - Summary Screen

Accrual Balances – Partial screen

1. a) Click the Accrual Balances Tab to search for the Employee’s Accrual Balances interfaced from DCPS as accrued by the end of the previous payroll period.

b) Click the icon to enter an Effective Date for the Accrual Balances Or leave the field blank to display balances as of today’s date.

c) Click the Go button to process the Simple Search and display the accrual balances as of the Effective Date entered.

Note: If the Effective Date entered is not the last day of the previous payroll period, the displayed balances will be as of the end of the previous payroll period.

1a

1b

1c



Employee Accrual Balances –Summary Screen

Accrual Balances - Partial Screen

2. All types of Accrual Balances will display using this search option. Note: Leave balances are as of the end of the previous payroll period within DCPS. DAI does not calculate or generate leave balances, DAI only displays the information that is interfaced at the end of the payroll period from DCPS.

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Employee - Create a Premium Request

Option 1: Cumulative Request (with Attachment) Start the task using the following responsibility and menu path to open the DAI Premium Management screen:


Menu Path: DAI Premium Management



Option 1: Cumulative Request with an Attachment

2. Click the Create Request button to display the “Enter Premium Request Details” screen.

Note: Cumulative Premium requests cannot be submitted in retro.

Absence Details: Partial screen

3. Click the drop down arrow in the Request Type field and scroll to select “Cumulative”.

a) Click the drop down arrow in the Premium Code field and scroll to select “Travel Comptime Earned”.

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Option 1: Cumulative Request

Absence Details: Partial screen

4. Enter the Duration section with the Start Date and End Dates in the format DD-MMM-YYYY or use the Calendar icon to select the appropriate dates. Note: When using the “Cumulative” option, the hours will need to be manually entered. The “Calculate Duration” button is not active.

5. Click in the Total Hours field and manually enter the hours being requested.

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Option 1 – Cumulative Request

5. Click the Next button at the top of the screen to process the validations for the Premium Request.

a) Click the Cancel button to remove/delete the PremiumRequest. If this option is selected, a warning message will display allowing the cancelation to be reversed.

• Click the Yes button to continue with the cancelation. • Click the No button to return to the previous screen.

b) Click the Save button to keep the PremiumRequest for a future submission. The screen will return to the PremiumRequests Summary Page and the saved request will be listed at the bottom of the page

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Option 1 – Cumulative Request - Add Attachment

6. Click the Add Attachment button to attach a File, URL, Short Text or Long Text to the Premium Request for the Supervisor to view this attachment on the premium request notification.

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Option 1 – Cumulative Request - Add Attachment

7. Click on the Browse button to locate the File to be attached to the Premium Request. Note: In addition to selecting File; a URL, Short Text (message under 2000 characters), or Long Text can be selected. The Title field is optional; however, if a title is entered it will override the actual file name in the attachment display.

8. Click the Next button to move the Premium Request into the review stage, or Save the request to keep the request for a later submission. A Confirmation statement reads: “Attachment Airline Ticket and Itinitary.docx has been added successfully, but not committed, it would be committed when you commit the rest of the current transaction.” Note: The request must be submitted by clicking the Next button or saved for a future submission in order for the attachment to be committed to the request.

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Option 1 – Cumulative Request -Submittal

9. Click the Submit button to send the Premium Request to the Supervisor for approval.

a) Click the Cancel button to remove/delete the Premium Request. If this option is selected, a warning message will display allowing the cancelation to be reversed.

I. Click the Yes button to continue with the cancelation

II. Click the No button to return to the previous screen.

b) Click the Back button to return to the previous screen.

Option 1 – Cumulative Request - Confirmation

10. Review the Confirmation screen on the Absence Requests Summary Page stating “The premium request has been submitted successfully for approval”.

Result

Congratulations! You have successfully created a Cumulative Premium Request.

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Option 2: Daily Request Start the task using the following responsibility and menu path to open the DAI Premium Management screen:



Option2: Daily Request

2. Click the Create Request button to begin the premium request process.

2




3. Click the drop down arrow in the Request Type field and scroll to select “Daily”.

a) Click the drop down arrow in the Premium Code field and scroll to select the appropriate value (EX: “OU – Overtime Unscheduled”).


4. a) Enter the Start Date and End Dates in the format DD-MMM-YYYY or use the Calendar icon to select the appropriate dates.

b) Enter the Start Time and End Time in Military Hours format.(00:00-23:59)

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Option2: Daily Request - Duration

5. Click the Calculate Duration button to calculate the total hours OU – Overtime Unscheduled to be generated by the employee’s Premium Request.


6. Click the Next button to process the validations for the Premium Request.

a) Click the Save button to keep the Premium Request for a future submission. The screen will return to the Premium Requests Summary Page and the saved request will be listed at the bottom of the page

b) Click the Cancel button to remove/delete the Premium Request. If this option is selected, a warning message will display allowing the cancelation to be reversed.

I. Click the Yes button to continue with the cancelation.


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Option 2 – Partial Hours

7. Click the Submit button to send the Premium Request notification to the Supervisor for approval.

b) Click the Cancel button to remove/delete the Premium Request. If this option is selected, a warning message will display allowing the cancelation to be reversed.

I. Click the Yes button to continue with the cancelation.


c) Click the Back button to return to the previous screen.

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Option 2 – Partial Hours

8. Review the Confirmation screen on the Premium Requests Summary Page stating “The premium request has been submitted successfully for approval”.

Result

Congratulations! You have successfully created a Daily Premium Request.

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Employee - Modify a Premium Request

Start the task using the following responsibility and menu path to open the DAI Premium Management screen:



Modify a Cumulative or Daily Premium Request

2. Click the Update icon to open the “Approved” Premium Request.

Note: If a Premium Request is Pending Approval or has been Withdrawn, the Update icon is grayed out and is unavailable.

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3. Click the drop down arrow and scroll to select the applicable Premium Pay Code. (EX: OS – Overtime Scheduled).


4. Click the Next button to continue with the submittal of the modified Premium Request.

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5. Click the Submit button to send the Premium Request to the Supervisor for re-approval. .


6. Review the Confirmation screen on the Absence Requests Summary Page saying “The premium request has been submitted successfully for approval”.

Result

Congratulations! You have successfully modified a Premium Request.

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Employee - Withdraw a Premium Request Start the task using the following responsibility and menu path to open the DAI Premium Request screen:


Menu Path: DAI Premium Request

Employee - Withdraw a Premium Request

2. Click the Withdraw icon to open the “Rejected” Premium Request.

Note: If a Premium Request is Pending Approval, the Update icon is grayed out and is unavailable.

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3. Click the Yes button to continue with the withdrawal, or click the No button to return to the previous screen.

Employee - Withdraw a Premium Request

4. Review the Confirmation screen on the Premium Requests Summary Page stating “The premium request is withdrawn successfully.”

Result

Congratulations! You have successfully withdrawn a Premium Request.

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Employee - Synchronize a Premium Request to a Retro Timecard Start the task using the following responsibility and menu path to open the DAI Premium Request screen:

Responsibility: Employee Time User– Agency

Menu Path: DAI Premium Request link

Preface: View the existing Approved timecard that shows Overtime Scheduled was taken. A Premium Request was not created for this scheduled overtime. The steps below will create a Premium Request to synchronize back to this previously approved timecard.



Employee: Synchronize a Premium Request to a Retro Timecard

2. Click the Create Request button to display the “Enter Premium Request Details” screen.

3. Click the drop down arrow in the Request Type field and scroll to select “Daily”.

a) Click the drop down arrow in the Premium Code field and scroll to select the appropriate value (EX: “OS – Overtime Scheduled”).

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4. Enter the Overtime Scheduled Start Date and End Dates in the format DD-MMM-YYYY or use

the Calendar icon to select the appropriate dates.

5. Click the Calculate Duration button to calculate the total hours to be generated on the employee’s Premium Request.

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Employee: Synchronize a Premium Request to a Retro Timecard.

6. Click in the Comments section and add a message stating this is a Premium Request being synchronized to a previously approved timecard.


7. Click the Next button to process the validations for the Premium Request. Note: The timecard must be in an approved status with the premium hours entered prior to trying to submit a retro premium request.

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Employee: Synchronize a Premium Request to a Retro Timecard.

8. Click the Submit button to process the Premium Request..

9. Review the Confirmation screen on the Premium Requests Summary Page stating “The premium request has been submitted successfully for approval”.

Result

Congratulations! You have successfully submitted a Premium Request to be synchronized to an approved retro timecard.

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